Positions & Roles

Read about our roles below!

 

  • TERM: 2 YEARS

    ACTIVITY: AUG - JUN

    MEETINGS: TWO 1-HR MEETINGS MONTHLY & COMMITTEE MEETINGS AS NEEDED

    TIME: VARIABLE, 0.5 - 5HR PER WEEK

    ROLE: The Presidents support and enable the PTO board and committee members to successfully carry out the mission of the LHS PTO. As the leaders, Presidents represent the whole of the LHS parent community.

    • Monthly PTO board meetings - sets the schedule, agenda, and chairs the mtg

    • Responsible for coordinating monthly Principal meetings

    • Often will meet with Board members/committees separately between meetings to ensure volunteers are supported and maintain knowledge of ongoing PTO activities and issues

    • Familiarity and understanding of the LHS PTO By-Laws and board operating norms (Robert’s Rules)

    • Should meet with head of counseling annually to align goals and maintain connection

    • Attends monthly PPC (PTO/A President’s Council) meetings

    • Maintain the PTOs connection with other community organizations ( IAL, CAAL, CALex, KoLex, ABCL, Community Coalition, LexPride, LHS Green Team, etc)

    • Oversees the timely execution of all the events during the calendar year.

    • Should be strategic in succession planning to ensure historical knowledge is not lost with board members turnover

  • TERM: 2 YEARS

    ACTIVITY: AUG - JUN

    MEETINGS: TWO 1-HR MEETINGS MONTHLY & TREASURER MEETINGS AS NEEDED

    TIME: VARIABLE, 0.5 - 5HR PER WEEK

    ROLE: The treasurer oversees all aspects of the management and reporting of the organization’s finances, working closely with the Presidents and exec board members.

    • Responsible for receipts of deposits using QuickBooks Online & PayPal., balancing the bank statements, and managing the cash flow

    • Reimburses PTO related expenses for board and committee members & pays vendors as needed

    • Disburses PTO payments for teacher grants, department contributions, etc. Facilitate purchases through Amazon and other vendors as needed.

    • Ensures the use of funds complies with the PTO’s mission and legal guidelines

    • Creates and provides regular budget updates

    • Signor on the PTO’s bank accounts

    • Manages various annual duties like renewing insurance, state charitable status forms, & filing IRS forms

    • Supports the budget planning process by creating a starting budget based on prior years expenses

    • Compile treasurer’s reports for the PTO annual general meeting in May

  • TERM: 2 YEARS

    ACTIVITY: AUG - JUN

    MEETINGS: TWO 1-HR MEETINGS MONTHLY

    TIME: VARIABLE, 3 - 5HR PER MONTH

    ROLE:

    • Records meeting minutes and ensures they are distributed and approved

    • Records the contact information of Board Members

    • Keeps record of the Bylaws and should be familiar and understand them

  • TERM: 2 YEARS

    ACTIVITY: AUG - JUN

    MEETINGS: TWO 1-HR MEETINGS MONTHLY & COMMUNICATION MEETINGS AS NEEDED

    TIME: WEBSITE 1 - 2HR PER WEEK, NEWSLETTER 2 - 4HR PER WEEK, SOCIALS 1 - 2HR PER WEEK

    ROLE: Communication is a key part of the LHS PTO mission. The Communication VPs (2) oversee all aspects of the LHS PTO communications to our PTO members and broader community.

    • Publicizes information, news, and events via the Weekly Newsletter and Website.

    • Supports the Communication team

    • Oversees design/maintenance of the PTO website format to allow for best possible communications

    • Makes sure that the website is updated.

    • Sends occasional stand-alone email reminders for LHS and PTO announcements.

    • Comes up with new ideas to enhance communication to all the parents and LHS community.

  • TERM: 2 YEARS

    ACTIVITY: AUG - JUN

    MEETINGS: TWO 1-HR MEETINGS MONTHLY & FORUM MEETINGS AS NEEDED

    TIME: VARIABLE, BASED ON WHEN FORUMS TAKE PLACE, 2 - 5HRS PER MONTH

    ROLE: Work with the forums committee, PTO Board, principals, counseling department to organize 5 - 10 forums during the school year. We invite speakers, screen movies, and host panels on a variety of social-emotional topics.

    • Identify forum topics. Ideas can come from the co-chairs; committee members; PTO executive board; community groups; LHS staff; parent surveys, Clarke and Diamond PTOs; etc. Recent topics include substance abuse; technology addiction; adolescent anxiety; “Going to 9th grade” Q&A session with a panel of current LHS parents; “Life after LHS” Q&A with panel of recent graduates; communicating with teens; healthy relationships; “adulting”; etc.

    • Recruit speakers and communicate with them to finalize session details, and/or reserve films for screening. Speakers can include LPS staff; outside experts; parents and students, etc.

    • Identify and reserve meeting venues

    • Assist Communications team with publicity.

    • Manage the forum on the night of the event. This includes ensuring AV equipment is up and running, placing signs to direct participants to the rooms, introducing the event and thanking participants at the end (sometimes with gift cards, on board approval). VPs can either moderate panels or recruit someone else to moderate.

  • TERM: 2 YEARS

    ACTIVITY: AUG - JUN

    MEETINGS: TWO 1-HR MEETINGS MONTHLY & HOSPITALITY MEETINGS AS NEEDED

    TIME: VARIABLE, BASED ON WHEN EVENTS TAKE PLACE, 2 - 7HRS PER MONTH

    ROLE: Sets the hospitality events throughout the year specifically designed to show staff appreciation. Typically 1 event/celebration per month during the school year to be approved by the Presidents and Board.

    • Works within the set budget for hospitality events.

    • Connects with the Principals’ assistant to coordinate dates for events and other event details including set-up and clean-up.

    • Works with the Presidents and Board to seek volunteers to help with events.

    • May need to run Sign-Up Genius surveys and communicate with volunteers before, during, and after events.

    • May consider running an event to gather parents, specifically new parents to Lexington High School.

  • TERM: 2 YEARS

    ACTIVITY: AUG - JUN

    MEETINGS: TWO 1-HR MEETINGS MONTHLY & HOSPITALITY MEETINGS AS NEEDED

    TIME: VARIABLE, BASED ON WHEN EVENTS TAKE PLACE, 2 - 7HRS PER MONTH

    ROLE: The VPs of Membership are responsible for overseeing the public relations/profile of the LHS PTO and increase/maintain membership levels and participation within the organization.

    • Oversee the Membership Drive – working with the Membership Toolkit platform, Communications team, and Treasurer to manage the Online Membership system.

    • Ensure timely announcements and reminders regarding PTO enrollment and renewal.

    • Outreach to parent members to help build a pipeline of volunteers for PTO Board and Committee positions

    • Create and oversee the printing and distribution of the directory.

    • Attend PTO events, where relevant, to meet new and potential PTO members as part of the role’s efforts to maintain/increase membership

  • TERM: 2 YEARS

    ACTIVITY: AUG - JUN

    MEETINGS: TWO 1-HR MEETINGS MONTHLY & 3 -6 GRANT MEETINGS

    TIME: 2 - 5HR PER MONTH, HIGHER DURING DEADLINE MONTHS (SEP/DEC/MAR)

    ROLE: Works with grants committee

    • Establish teacher grant timelines and granting cycle

    • Review and finalize list of grants to recommend to board for approval

    • Updates the board on the staff grant timeline, process, and relays questions to the board as needed

    • Track and communicate grant results/impact

    • Work with the treasurer to coordinate an effective strategy for funding the requests that come through the teacher grant applications

  • TERM: 2 YEARS

    ACTIVITY: AUG - JUN

    MEETINGS: TWO 1-HR MEETINGS MONTHLY

    TIME: 2 - 3HR PER MONTH

    ROLE:

    • Supports technology needs for the PTO

    • Manage PTO platforms access and security

  • TERM: 2 YEARS

    ACTIVITY: AUG - JUN

    MEETINGS: TWO 1-HR MEETINGS MONTHLY

    TIME: 2HR PER MONTH & 1HR PER WEEK (MAR-MAY)

    ROLE:

    • Manages the recruitment of any/all board positions as needed including tracking volunteers and communicating with nominees

    • Conducts the vote of nominees with the Board

    • Typically occurs March-May of each year